Executive Operations Manager

NYC Mayor's Office of Contract Services; New York (NY); On-site; USD 100,000 - 110,000; Full time

Job summary

NYC Mayor's Office of Contract Services is seeking an experienced executive operations professional to serve as the Director's strategic scheduling partner. The role manages a high-volume calendar, aligns engagements with city priorities, and prepares briefing materials for executive briefings.

Responsibilities include planning agency-wide events, coordinating travel, supervising front desk staff, and advancing organizational priorities through thoughtful scheduling and cross-functional

Qualifications

• Bachelor's degree and six years of professional experience in executive operations or project management, with at least three years supporting senior leadership.
• Direct experience in high-volume, rapid-response scheduling.
• Strong organizational, project management, and execution skills with ability to manage multiple priorities.
• Ability to work as a strategic partner to senior leadership, managing up and anticipating needs.

Responsibilities

• Serve as the Director's executive gatekeeper and strategic scheduling lead.
• Manage high-volume calendar and align engagements with agency priorities.
• Draft high-level briefing materials and summaries for the Director.
• Plan and execute agency-wide staff engagements and stakeholder events.
• Oversee front desk staff and provide cross-functional administrative leadership.
• Coordinate travel arrangements locally and nationally.

Skills

Executive operations

Scheduling

Project management

Administrative support

Communication

Education

Baccalaureate degree from an accredited college

Associate degree + 2 years experience

High school diploma + 4 years experience

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Job description

The Mayor's Office of Contract Services (MOCS) is a New York City oversight and service agency that manages procurement citywide, from planning and release of agency solicitations to payment of vendors. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS therefore aims to ensure that the procurement process remains fair, transparent, efficient and cost-effective.

MOCS makes it easier to do business through use of end-to-end technology tools, increases transparency by publication of enriched data and hosting public hearings, and strengthens procurement operations by providing direct assistance and resources to all stakeholders. MOCS also partners with agencies and vendors to identify areas for policy reform, resulting in ongoing process improvement to reduce administrative burdens and increase the positive impact of services on communities. The MOCS Director serves as the City Chief Procurement Officer.

MOCS team members operate in a collaborative, service-oriented environment, where flexibility and ability to achieve results are valued. All MOCS employees are expected to deliver timely and quality work products and services, participate in ongoing improvement activities, proactively deepen their knowledge of procurement and government operations, and will use modern technology software and hardware to complete daily duties. Program managers also collaborate with other team members to implement projects, help to maintain and/or analyze operational data, and interact with external stakeholders.

Reporting to the Director and functioning as a key member of the Director’s team, this position operates with wide latitude for independent initiative, systemic problem-solving, and strategic execution. Working in tandem with leadership, this position owns the strategic deployment of the Director’s time, translating complex agency priorities into a highly optimized schedule, and able to rapidly respond to changes. The candidate will serve as the executive gatekeeper and operational partner, synthesizing information for the Director and creating critical executive briefing materials. This position also oversees planning, producing, and executing executive meetings, agency-wide events, and stakeholder engagements that advance organizational priorities. Additionally, this role oversees the front desk staff, ensuring a collaborative, service-oriented environment.

Essential Duties And Responsibilities

• Functions as the Director's operational strategist, Managing a high-volume calendar that protects executive time, prioritizes critical operational engagements, and resolves scheduling conflicts
• Manages internal and external meeting requests, ensuring the Director's daily engagements directly align with agency priorities and operational targets
• Researches, compiles, and synthesizes information to draft high-level briefing materials, summaries, preparatory documents, and correspondence for the Director
• Designs, implements, and measures agency-wide staff engagement and culture initiatives, directly executing the Director's long-term vision for workforce morale, retention, and well-being
• Designs high-quality executive and stakeholder experiences that reflect the organization’s mission and values that strengthen relationships with employees, partners, agency officials, and community partners
• Develops organizational timelines, project plans, daily schedules and run-of-show documents, and post-event debriefs to drive continuous improvement
• Provides cross-functional administrative leadership to the broader executive team and coordinating shared scheduling
• Manages the Director's travel arrangements, locally and nationally, ensuring priorities are accomplished and adherence to agency and city guidelines
• Builds and maintains professional relationships with internal and external stakeholders, seeking ways to improve operational efficiency
• Exercises supervisory oversight of front desk staff, ensuring a clean, safe, welcoming, and comfortable environment for all staff and visitors
• Assumes other related responsibilities and special projects as required

Preferred Skills

• Baccalaureate degree from an accredited college and six years of professional experience in executive operations, strategic scheduling, administration, or project management; at least three years of which must have been in an executive capacity supporting senior leadership
• Direct experience in navigating high-volume, rapid-response scheduling
• Strong organizational, project management, and execution skills with demonstrated ability to manage multiple competing priorities
• Demonstrated ability to work as a strategic partner to senior leadership, managing up, and anticipating needs
• Excellent people skills; able to speak and write clearly; requires interpersonal skills that convey competency and sensitivity with diverse groups of people
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to handle confidential information with discretion and professionalism

Additional Information

To best serve the City we represent, Mayor’s Office of Contract Services (MOCS) seeks individuals from a variety of backgrounds who can bring different perspectives to contribute to the work of the office. MOCS also seeks candidates who want to contribute to a work environment that values teamwork, inclusion and respect.

MOCS recognizes the unique skills and strengths gained through military service. Veterans and service members of the U.S. Armed Forces are strongly encouraged to apply. Special accommodations provided to applicants with disabilities. Please contact MOCS Disability Service Facilitator at [e-mail] or 212-298-0800 to request an accommodation.

WORK LOCATION

255 Greenwich Street, 9th floor, New York, NY 10007

RESEARCH PROJECTS COOR(MA)-MGR - 0527A

Minimum Qualifications

• Do you have a baccalaureate degree from an accredited college or university?
• Do you have an associate degree from an accredited college or university along with two (2) years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities?
• Do you have a four-year high school diploma, or its educational equivalent approved by a state's Department of Education or a recognized accrediting organization along with four (4) years of experience as described in question "2" above?
• Do you have a satisfactory combination of education and/or experience equivalent to that described in questions "1," "2," and/or "3" above?

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Salary: $100,000.00 – $110,000.00